For Liquidation#

Table Columns#

Click any row to open that liquidation's detail page.

Submitting a Liquidation Request#

You must have an active petty cash holder assignment to submit a request. If you do not, the create page shows "No Active Petty Cash" instead of the form.

1. Click New Liquidation.
2. The form shows your Petty Cash Holder card at the top with your name and your Available Balance.
3. Receipt Attachment (required) — click the picker to choose one or more receipts (JPEG/PNG images or PDFs) from the Media Library. You can swap or remove the selected file. Selecting a single analyzable file (image or PDF) analyzes it with AI automatically; selecting several files — or one PDF containing more than one receipt — opens a review dialog instead (see Uploading Multiple Receipts at Once below).
4. Fill in the Receipt Information:
   • Amount (required) — must be greater than 0 and cannot exceed your available balance.
   • Expense Category (optional) — e.g. Office Supplies, Transportation.
   • Receipt Number (optional).
   • Receipt Date (optional).
5. (Optional) Tax Information:
   • VAT Amount
   • Withholding Tax Amount
6. (Optional) Vendor Information:
   • Vendor Name
   • Vendor TIN
   • Vendor Address
7. (Optional) Details:
   • Business Purpose
   • Description
8. Click Submit Request.

The request is created in Pending status and you are returned to the liquidation list.

📌 Only Receipt Attachment and Amount are required. Everything else is optional. Instead of submitting right away, you can click Save as Draft at any point — see Saving and Submitting a Draft below.

Saving and Submitting a Draft#

Instead of completing the whole form right away, click Save as Draft at any point — even with an incomplete form. A draft is private to you; approvers never see it until you submit it.

1. Fill in what you have and click Save as Draft. Only a non-negative Amount is required to save.
2. You are returned to the liquidation list, where the draft appears under My Drafts at the top of the page.
3. From My Drafts, each draft offers three actions:
   • Edit — reopens the full create form (pre-filled with what was saved) to finish filling it in or attach a receipt.
   • Submit — turns the draft into a normal Pending request. It needs a positive Amount and a Description — if either is missing, submitting fails with a message telling you what to add.
   • Delete — permanently removes the draft after you confirm.

💡 Submitting through Edit (the full create form) also requires a Receipt Attachment, the same as creating a new request from scratch. The quick Submit button on the drafts list does not check for one.

Uploading Multiple Receipts at Once#

The receipt picker also accepts several files at a time, and now accepts PDF files as well as JPEG/PNG images — a single PDF can contain more than one receipt.

1. Click Receipt Attachment and select multiple files (or one multi-page PDF) from the Media Library.
2. Every selected file is analyzed by AI, one at a time.
3. A Review Detected Receipts dialog lists every receipt the AI found, grouped by source file — a PDF with several receipts lists each one separately, with a checkbox, vendor, date, amount, and confidence level.
4. Untick any false positives, then click Save N as drafts.

Each ticked receipt is saved as its own private Draft — review, complete, and submit them individually from My Drafts.

💡 Attaching a single PDF (not several files) also analyzes it automatically. If it contains only one receipt, its fields prefill the form directly, same as an image; if it contains several, the same review dialog opens.

Using AI Receipt Analysis#

AI analysis works on both images (JPEG/PNG) and PDFs (PDF pages are rendered to images for reading). The moment you attach a single receipt, it is analyzed automatically and the form is prefilled wherever the AI could read a value — no click needed.

1. To re-run the analysis and review the extracted fields before they are applied, click Analyze with AI.
2. A dialog shows the extracted fields (amount, receipt number, receipt date, vendor name/address/TIN, expense category, VAT, withholding tax) with a confidence level (High / Medium / Low) for each.
3. Review the extracted values, then click Apply to fill the form fields.
4. An "AI Applied" badge with the overall confidence percentage appears. You can still edit any field before submitting.

💡 If the receipt has no readable text, or the file isn't an image or PDF, analysis is skipped silently and the fields stay editable for manual entry.

Reviewing a Request (Approvers)#

Open a request from the list. The detail page shows the receipt, tax, vendor, and request information, plus a link to the attached receipt file.

Approve and Reject buttons appear only when:

• The request is still Pending, and
• You are not the person who submitted it.

To approve:

1. Click Approve.
2. Confirm in the dialog. Approving deducts the amount from the holder's petty cash balance.

To reject:

1. Click Reject.
2. Enter a reason (required).
3. Click Reject to confirm. The request is marked Rejected and the reason is shown on the detail page.